[SOLAR-L] Minerva/Solar cataloging minutes 7/17/09

[Ellen Conway]

*Minerva Cataloger’s User Group Meeting, July 17, 2009 *

In attendance:  Sandra Abbott-Stout (Unity College), Michele Adams (York
Schools & MacArthur), Deborah Buker (Baxter), William Chellis (Bailey), John
Clark (Hartland), Ellen Conway (Falmouth/MIN), Carin Dunay (SMCC), Diane
Hanscom (Husson), Karen Jones (Lewiston), Debbie Lozito (Edythe Dyer),
Laurie McQuarrie (Bangor Theological), Marie Morey (Gray), Katherine Morgan
(Norway), Marian Peterson (Walker), Alisia Revitt (MIN), Brian Richards
(Thomas College), Myra Rosenbaum (Treat Memorial), Jim Roy (MSL), Emily
Scribner (Franklin Memorial Hospital), Courtney Sparks (Patten Free),
Charlotte Spear (SPPL), Maryhope Tobin (St. Joseph’s College), Helen Tomer
(Topsham Public), Meta Vigue (Waterville Public), James Jackson Sanborn
(MIN).

*Announcement*

Ellen Conway introduced Alisia Revitt, the new Systems Training & Support
Librarian for Maine Info Net. **

*Reports*

*Cataloging Standards Committee (Katherine Morgan, Chair)*

The committee sent out a proposal of definitions for item status codes and
which codes will be requestable or nonrequestable in MinervaCats in June.
The circulation committee received a copy and a request for clarification on
status codes lost, claims returned, and paid. On behalf of the committee
thanks to everyone who sent in comments. The committee wants to remind
catalogers that their comments are important as it helps us decide what
needs to be done to benefit all of Minerva.

The committee will meet today, July 17, 2009 to discuss comments from
MinervaCats and the circulation committee on defining the item status codes.

*Maine InfoNet (Alisia Revitt)***

After the recent Millennium upgrade, people are reporting that their
sessions have been freezing and/or crashing. The solution to this problem is
to uninstall and then re-install Millennium. (Directions to do so can be
found at http://www.maine.gov/infonet/minerva/sysinfo/software/index.htm).
Alisia noted that older computers may run into this problem regardless and
that having multiple sessions open may make the problem worse.

MIN and the Minerva Executive Board are working towards creating a document
that tells Minerva librarians how to handle holds during the delivery
crisis. (MIN has already disabled online requesting in the Minerva opac.)
The most important thing is not to cancel holds. Instead choose to ignore
the hold when checking out items to patrons at the circulation desk. The
document will be distributed on MeLIBS.

* *

*Cataloging Issues*

*Reminders: GMD, remote material type, DVD viewing (Ellen Conway)*

*GMD:* When creating new bibliographic records or when importing
bibliographic records be sure that the GMD is placed in the correct location
(245 |h) and that the GMD is from the approved list. (
http://www.maine.gov/infonet/minerva/cataloging/manual/ch4.htm#listgmd).
This is important because incorrect GMDs cause searching problems for the
patron and also cause problems when globally updating records.

*Remote Material Type:* Whenever you import bibliographic records, be sure
to check the Material Type field (located in fixed fields).  All
bibliographic records for print materials imported from z39 databases
default to an “a” in the Material Type field.   If the item is actually a
large print book or graphic novel, the mat type must be changed to the
appropriate code.  Imported bib records for non-print material will have “-“
in the material type field; it is very important to remember to fill in this
information.

Also check the Material Type field when you are attaching to an existing
bibliographic record as it might not be correct.

DVD Viewing: Librarians have reported that it takes a really long time to
get a copy of the Cataloging User Group Meetings on DVD. If you are watching
the Cataloging User Group meeting on DVD, please view them as soon as
possible and send them on to the next library. During the delivery crisis,
please use the U.S. mail. DVDs can be copied or downloaded to PCs.



*Authority Checking and Updates*

   1. When editing bibliographic records, check to make sure that the
   author’s name in the 100 field is correctly entered. Instructions on how to
   do this are below. This is important because if a name is entered
   incorrectly, the Marcive Authority Process will not correct it.

How to check an author’s name in the authority file:

·       Place cursor anywhere on the name and right click your mouse

·       Choose “Verify heading”

·       In the results list, look for the entry that has the name and
“Authority Record”

·       Click on this name

·       If this is the author you want, click “OK” and this correct form
will automatically be entered. If you need more information to decide, click
“View”.

·       NOTE: This same process can be used for subject headings.

   1. It has been noted that during the monthly Marcive Authority updating,
   only authority records and not bibliographic records were being updated.
   That is, if an authority record was changed to include a death date, this
   change was not being made to the existing bibliographic records using that
   name. To correct this, MIN staff ran a program called DeathFlip which
   retrospectively updated all bibliographic records to conform with any
   updated authority records. Marcive is also adding “see also” notes to their
   authority records at no charge.

NOTE: Do not edit authority records. These records are owned by the Library
of Congress and only they have the right to change them.

NOTE: When verifying headings, do not choose the one the authority record
that has DeathFlip in the 667 field.

   1. Question: What to do with an author who does not have an authority
   record in Minerva:

·       Clicking “INN-View” allows you to search Innovative’s Authority
database. If you find it there, click save. If not, don’t worry about it.
Eventually Marcive will catch up with it.



*Graphic Novels: Powerpoint Review (Ellen Conway)*

Ellen gave a powerpoint presentation concerning the 245 field in graphic
novel bibliographic records. The presentation was very well received. James
Jackson Sanborn will see about getting it posted to the MSL website.



*Subtitles v. Series (Ellen Conway)*

Be sure that what you are entering as a subtitle is really a subtitle and
not a series. If a series is entered in the bibliographic record as a
subtitle, that record will not appear in the opac when a patron does a title
search for a series title.

*The following definitions are taken from Wynar’s Introduction to Cataloging
and Classification by Arlene Taylor.*

Series:             A number of separate works, usually related in subject
or form, that are issued successively They are usually issued by the same
publisher, distributer, etc., and in uniform style, with a collective title.
Example: Elm Creek Quilts Novel



Subtitle:          A secondary title, often used to expand or limit the
title proper; considered to be one kind of “other title information.”
Example: “a novel”



*Question from Bill Chellis*

How can I create a bibliographic record from an existing record?

Answer:           1. Open bibliographic record you would like to copy

                        2. Click “Edit”

                        3. Click “Copy Record”

                        4. Select a template

5. Click “OK”    NOTE: the same bibliographic record appears but that above
the fixed fields, it says “New BIBLIOGRAPHIC” instead the original bib #

                        6. Edit the record how you want it, filling in all
required fields

                        7. Click save





*Question from Katherine Morgan*

Ran out of time. Katherine’s question is tabled until the next meeting.



*Item status codes: final comments?*

There were no final comments.



*Other*

·       Catalogers need to change the MARC leader if a bibliographic record
is updated. This is not done automatically.

·       Keep the 001 if you know it is a OCLC number even if there is no 035
present in the bibliographic record.

·       Punctuation in a bibliographic record is important and affects
global updates. The following publications offer guidance in this issue: The
AACR2, Cataloging with the AACR2 and MARC / Deborah Fritz, The LC MARC
StandardsWebsite http://www.loc.gov/marc/

·       If you have permission to catalog, you are expected to fix errors in
bibliographic records in the Minerva catalog.



*Next meeting – September 15, 2009, 10:00 am, Falmouth Memorial Library*

*Minutes submitted by Carin Dunay.*


-- 
Ellen M. Conway
Maine InfoNet Cataloging Specialist
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://mailman.informe.org/pipermail/solar-l/attachments/20090722/53c9cf45/attachment-0001.html